Appointment Book Overview Phase by Harms Software, Inc. All Rights Reserved.

Transcription

1 Appointment Book Overview Phase 3

2 Table of Contents Data Adjustments... 3 Appointment Transfer Methodology... 5 Appointment Book... 6 Appointment Editor Finding Appointments Putting Guests on Standby Recording Turn Aways Block Time Schedule Adjustments Standing Appointments Appointment Confirmations... 34

3 Data Adjustments 3 Data Adjustments Before you start learning about how the Millennium Appointment Book works, there are a couple of data adjustments that must be completed. These involve minor changes to records that already exist in the Millennium database. Assign Employees to Each Login ID Every employee must be assigned to a login ID record. This is a requirement for massage therapists so that they only have the ability to view their personal totals (i.e. tips, membership sales, etc.) at the end of each day. Millennium will know what totals to display when they are logged in because of the association of their employee profile to the login ID they are using. How to Assign an Employee to a Login ID 1. Select Management User Logins. The User Login Maintenance window displays. 2. Click the Edit button. 3. In the Employee (if any) field, select the employee profile to assign to the user login. 4. Click the Save button.

4 Data Adjustments 4 5. Click the button to display the next user login. 6. Repeat Steps 2 5 until all user logins are linked to an employee profile. Delete Service Resources The Millennium database contains 16 individual treatment rooms and 2 couples rooms by default. If your retreat does not have this many service resources, the extra resources must be deleted. 1. Select Data Services Service Resources. The Service Resources window displays. 2. Click the button until an extraneous service resource is located. 3. Click the Delete button. The Confirm Delete message displays. 4. Click Yes to confirm the deletion. The Warning message displays. 5. Click Yes to confirm the deletion. 6. Repeat Steps 2 5 until all extraneous service resources are removed from the Millennium database.

5 Appointment Transfer Methodology 5 Appointment Transfer Methodology All appointments in CMS/RMS must be manually transferred into Millennium by November 10 th. Start as FAR out as you have appointments scheduled and STOP once you get to November 10 th. Example: The following example explains how the appointment transfer process should progress. Julie is a Lifestyle Consultant who is going to be responsible for transferring the appointments over. She comes in today (October 22nd) and starts on February 8th (furthest date with an appointment scheduled). She transfers over all appointments on February 8th, February 7th, etc. all the way up to January 10th. She informs the Retreat Director that January 10th is the current cutoff date. If anyone wants to add, edit, or change an appointment on or after January 10th, it s done in Millennium. Otherwise, the appointment request is accommodated in CMS/RMS. Julie comes in the following day (October 23rd) and continues to work backwards starting on January 9th. She informs the Retreat Director that the new cutoff date is December 29th. If anyone now desires to add, edit, or change an appointment on or after December 29th, it done in Millennium. Otherwise, the appointment request is accommodated in CMS/RMS This process continues until all appointments are transferred up until AND on November 10th. This guide is designed to give you a brief introduction to the Millennium Appointment Book and the features used to add, update, and cancel appointments. The step by step guides in this document will provide with you with all of the information that you need to successfully transfer appointments and fully utilize Millenniums appointment management tools.

6 Appointment Book 6 Appointment Book The Appointment Book is the ultimate scheduling tool for your employees and their guests, allowing you to book, update, and close out appointments in seconds. Each employee is given their own column so that you can see their scheduled appointments and the view can be changed to only display specific employees. The Appointment Book is accessed by clicking the button on the Millennium toolbar. Using the Appointment Book is easy and you can book an appointment with a massage therapist by double clicking on an available timeslot. Once an open slot is clicked, the Appointment Editor displays to allow you to enter details about the service(s) being booked. Alternatively, you can right click on an existing appointment and select from a menu that contains a range of options to update the appointment or view further details for the guest holding the appointment. Refer to the topics on the following pages for more information on the features that are available on the Appointment Book.

7 Appointment Book 7 Navigation Tools There are several navigation tools that can be used to customize the information that displays on the Appointment Book. These tools are located at the top of the Appointment Book and are described in further detail below: Date field The Date field controls the appointments the display on the Appointment Book. The appointments for the current day display by default and you can change the date entered to view the scheduled appointments and available openings for another day. To change the date, manually enter a specific date or click the Down Arrow button and select a date on the Calendar window. Daily Navigation buttons The Daily Navigation buttons change the Appointment Book to display the scheduled appointments and available openings for the previous day, today, or the next day. Hours field The Hours field controls the number of time slots that display on the Appointment Book. To display more/less time slots, click one of the Magnifying Glass buttons or click the Down Arrow button and select a zoom percentage. Tip: The recommended zoom percentage is 50%. Employee field The Employees field controls the number of employee columns that display on the Appointment Book. To display more/less employees, click one of the Magnifying Glass buttons or click the Down Arrow button and select a specific number of employees to display. Tip: The recommended number of columns to display is 15.

8 Appointment Book 8 Filter field The Filter field allows you to highlight appointments that meet a certain selection criterion and mask the appointments that are filtered out. Example: This feature allows you to highlight the appointments for new guests or guests that are running late. To use this feature, click the Down Arrow button and select a search filter in the list that displays. Category field The Category field allows you to highlight appointments from a specific category and mask the appointments that are filtered out. Appointment categories are used to indicate the type of guest that has the appointment (Employee, Foundation Member, Frequent Guest, Heightened Member, or Pinnacle Member). To use this feature, click the Down Arrow button and select an appointment category in the list that displays. Refresh button The Refresh button allows you to update the Appointment Book with the latest real time information and clear any search filters that were selected.

9 Appointment Book 9 Shortcut Buttons There are several shortcut buttons on the left side of the Appointment Book that allow you to quickly access commonly used appointment booking tools and utilities. Following are descriptions of features that can be accessed using these buttons. Button Description Click the View button to display the Employee View window, where you can select filters to customize the list of employees that display on the Appointment Book. This allows you to change the Appointment Book to only display specific employees or departments. Click the Find button to display the Appointments for window, where you can view details of the past and future appointments for a guest. Once a guest s appointment details are displayed on the Appointments for window, you can check in the guest for their appointment or select to edit the appointment using the Appointment Editor. Click the Pend button to display the Pending Appointments window, where a guest can be added to the pending cancellation list if they want to be notified when an opening occurs due to a cancellation. Click the Block button to display the Employee Block Time window, where you can block off time for an employee to prevent appointments from being booked. This feature is primarily used to block off time for breaks and meetings. Click the Stand button to display the Standing Appointments window, where you can book standing appointments for a guest. This feature allows you to schedule multiple appointments for guests who receive the same service at the same interval. Click the Scan for Opening button to display the Scan for Opening window, where you can search for the next available opening for a guest. This feature allows you to scan the Appointment Book and locate available openings with specific employees in seconds. Click the Move button if you want to move an appointment on the date currently displayed. Click the appointment to move and then click the new timeslot for the appointment. Click the Missed button to display the Missed Opportunity window, where turn aways can be recorded. This feature helps to track the reasons why guests are being turned away at your retreat. Click the Print button if you want to print a hard copy of the appointments scheduled on the date currently displayed. Click the 1st Avail button to display the First Available Manager, where you can search for available openings for multiple guests. This feature also allows you to quickly rebook an appointment for a service that a guest received in the past.

10 Appointment Book 10 Employee Column Order The appointments for each employee are displayed in columns on the Appointment Book to make viewing and locating appointments easier. The order in which these columns display can be customized to suit the needs of your retreat using the Appointment Book Employees Re Arrangement window. This window is accessed by selecting Appointments Appointment Column Order Employee. To adjust the order of employees on the Appointment Book, click the button next to an employee and then drag the employee to the desired position in the list. Once you have adjusted the employees into an acceptable order, click the OK button to save the changes.

11 Appointment Book 11 Appointment Book Legend When an appointment is booked, brief details for the appointment display on the Appointment Book. This allows you to view the following details for the appointment: Name of the guest for whom the appointment is booked Service code and brief description of the service booked Guest s gender preference for service providers Appointment category used for the appointment In addition, there are a number of visual indicators that display on the appointment to signify the confirmation method used and the current status of the appointment. Following are descriptions of these indicators: Confirmation Indicators Red bar = Appointment has not been confirmed. Navy bar = Guest does not want to receive confirmations. Dark Green bar = Appointment was confirmed with the guest over the telephone. Yellow bar = Voic message was left for the guest. Light Green bar = Voic message was left and the appointment is confirmed. Teal bar = Confirmation was sent using Auto Confirm. Gray bar = SMS text message confirmation was sent. Orange bar = confirmation was sent. Purple bar = Appointment was confirmed with the guest on their cell phone.

12 Appointment Book 12 Status Indicators Cyan bar = Appointment was prebooked. Pink bar = Appointment was booked online using Millennium.NET. Folder icon = New guest. Gray outline = Non request appointment. Two Blue arrows = Standing appointment. Red Flag icon = Guest has multiple appointments today. Caution icon = Appointment is double booked. Underlined text = Guest is checked in for their appointment. Clock icon = Guest is running late. X icon = Guest did not show up for their appointment. Strikethrough text = Guest is checked out and payment has been received.

13 Appointment Book 13 Appointment Book Right Click Options To make updating and checking out appointments easier, you can right click on an appointment in the Appointment Book and select from a full menu of options. Following are descriptions of the most popular options that are available on the Right click menu: Option Add/Edit Appointment Confirm Arrived Check In Ring Up/Check Out Move Intelli Move No Show Running Late Delete Appointment Cancel with Reason Client Find Future Appts For This Client Service/Prices Employee/Prices Go to Employee Tools Block Time Single Block Editor Go To Date Description Opens the Appointment Editor so that a new appointment can be booked or an existing appointment can be updated. Allows you to select a confirmation status for the appointment. Allows you to mark the guest as arrived for their appointment. Allows you to check in the guest for their appointment. Opens the Register so that a payment can be processed. Allows you to cut and paste the appointment to another day or employee. If the guest has multiple appointments scheduled on one day and wants to rearrange for another day, this allows you to quickly move all of the appointments to an alternative date. Allows you to mark the guest as a no show for their appointment. Allows you to mark the guest as running late for their appointment. Allows you to remove the appointment without having to specify a cancellation reason. Allows you to cancel the appointment and select a cancellation reason. Allows you to select to view the guest s profile, formulas, purchase history, and contact telephone numbers, or send the guest an . Displays a list of the guest s future scheduled appointments. Displays a list of the employee specific prices and times for the service scheduled in the selected appointment. Displays a list of the service prices and times for the employee associated with the selected appointment. Opens the Employee Information window where you can view the profile for the employee associated with the selected appointment. Allows you to access advanced Appointment Book features, such as Find Appointment and Scan for Opening. Opens the Employee Block Time window where block time can be added for the selected employee. Allows you to edit a period of block time. Allows you to change the Appointment Book to display appointments for today, yesterday, tomorrow, or a certain number of weeks from today.

14 Appointment Book 14 Appointment Book Status Bar The Status bar at the bottom of Appointment Book displays real time statistics for the appointments scheduled on the selected date. When viewing the Appointment Book for today, these statistics reveal important information such as the percentage of guests that prebooked or the percentage of guests that booked online. Following are descriptions of these statistics: Statistic Arrived Checked In Late Description Number of guests that have been marked as Arrived. Click this statistic to open the Arrived Status report where you can view details for the guests that are marked as arrived. Number of guests that have been checked in for their appointment. Click this statistic to open the Check In Status report where you can view details for the guests that have checked in. Number of guests that are more than 15 minutes late for their appointment. Click this statistic to open the Clients Running Late report where you can view contact details for the guests that are running late. About to Check In Number of guests with an appointment that is due to start within the next 15 minutes. Click this statistic to open the Clients About to Check In Within 15 Minutes report where you can view details for the guests that are due to arrive. Pending Number of guests that are on the pending cancellation list for the selected date. The pending cancellation list contains a list of guests that are on standby in the event that an appointment is cancelled. Click this statistic to open the Pending Status report where you can view details for the guests on standby. % Booked Percentage of bookable time that is booked. If this percentage is 100%, this means that all scheduled massage therapists are fully booked and there will be nobody available to take on walk in guests. % Internet Percentage of guests that booked their appointment online in Millennium.NET. % Prebook Percentage of guests that prebooked their appointment.

15 Appointment Book 15 Step by Step Guides The following guides explain how to perform common tasks on the Appointment Book. How to Book an Appointment 1. In the Date field, select the date when you want to book the appointment. 2. Locate the column for an available service provider and double click on the time that you want to book the appointment. The Appointment Editor displays. 3. In the Paying Guest field, enter the guest s name in lastname,firstname format and press the ENTER key, or double click in the field and locate the guest s profile using the Quick Search window. The guest s details are transferred to the Appointment Editor. 4. If an appointment category is not selected in the Category field, select an appointment category to identify the guest. If the guest is booking a Maternity massage, select M Maternity Massage in the Category field. If the guest is booking a Couples massage, select C Couples Massage in the Category field. 5. Move to the Services table and select the following: Select the Prebooked check box if the appointment is being prebooked. In the Type field, select an appointment type to associate with the appointment. Double click in the Service field to display the Selection window. Select the service that the guest wants to book and then click the OK button. The Service Add on Selector window displays.

16 Appointment Book Select the Selected? check box next to the elevation(s) that the guest wants to purchase and then click the OK button. OR If the guest does not want to purchase any elevations, click the CANCEL button. The Appointment Editor displays with details for the selected service(s) automatically entered in the Service, Price, Resource, and Time fields. 7. In the Gender field, select the guest s gender preference for service providers. Tip: Once a gender preference is selected when booking the first appointment for a guest, this preference will be automatically entered on the Appointment Editor for all future appointments. 8. Repeat Steps 6 9 until all desired services are entered. 9. In the Confirmation Options section, select the check box next to a confirmation method to specify how the guest would like to receive appointment confirmations. 10. (Optional) In the Notes field, enter notes to indicate special handling instructions for the guest. Select the checking in check box to display the notes when the guest is checked in for the appointment. Select the ringing up check to display the notes when the appointment is rung up on the Register.

17 Appointment Book Click the Save button. The appointment is booked and displays in the specified timeslot on the Appointment Book. How to Edit an Appointment 1. In the Date field, select the date when the appointment is scheduled. 2. Locate the column for the employee with whom the appointment is scheduled. 3. Double click the appointment to open the Appointment Editor. 4. Make changes as necessary and click the Save button. How to Check In a Guest 1. Locate the column for the employee with whom the appointment is scheduled. 2. Right click on the guest s appointment and select Check In. If the Appointment Notes window displays with soap notes for the guest, review the notes carefully and then click the Cancel button. If a notification message displays indicating that the guest has multiple appointments today, select to check in the guest for the first appointment or for all appointments as necessary. The check in is complete and the appearance of the appointment changes to indicate that the guest was checked in. More Info: Refer to page 11 for more information on the indicators used to signify the status of an appointment.

18 Appointment Book 18 How to View a Guest s Purchase History 1. Right click on the guest s appointment and select Client Show History. The Client History window displays. 2. Select one of the following options as necessary. Click the Print button to print a hard copy of the transactions listed. Select a transaction and click the Receipt button to reprint the receipt for the transaction. Click the Appt Listing button to view a list of the guest s future scheduled appointments. 3. Click the Cancel button to return to the Appointment Book. How to Check Out a Guest 1. Locate the column for the employee with whom the guest had the appointment. 2. Right click on the guest s appointment and select Ring Up/Check Out. The Register displays with a ticket that includes the services received by the guest. 3. Add additional items to the ticket as necessary and then click the Sale button. 4. Process the payment as normal.

19 Appointment Book 19 How to Move an Appointment 1. In the Date field, select the date when the appointment is scheduled. 2. Locate the column for the employee with whom the appointment is scheduled. 3. Click the Move button. 4. Select the appointment. 5. Select the date, time, and employee that you want to move the appointment to. If the appointment type is Requested, click the Yes button to confirm the move. If the guest has a gender preference for service providers and you are trying to move the appointment from a male to a female/male to a female, click the Yes button to confirm the move. The appointment is moved to the selected date, time, and employee. How to Cancel an Appointment 1. In the Date field, select the date when the appointment is scheduled. 2. Locate the column for the employee with whom the appointment is scheduled. 3. Right click on the appointment and select Cancel with Reason. The Cancellation Reasons window displays. 4. Select the reason why the guest is cancelling the appointment and then click the Delete button. The appointment is cancelled and removed from the Appointment Book. If you selected a cancellation reason that charges the guest a fee for cancelling, the Register window displays. Process a payment for the cancellation fee as normal. Once the payment is processed, the appointment is removed from the Appointment Book.

20 Appointment Editor 20 Appointment Editor The Appointment Editor is a comprehensive appointment management and scheduling tool that allows you to book new appointments and view details for existing appointments. This feature contains a wealth of features to make booking and updating appointments quicker and easier. There are two main ways to access the Appointment Editor. Booking a new appointment = Open the Appointment Book and double click an empty timeslot on the desired date in an available employee s column. Updating an existing appointment = Open the Appointment Book, select the date when the appointment is scheduled and locate the column for the employee with whom the service is booked, then double click the appointment. The Appointment Editor displays critical information about an appointment including the guest s name, employee s name, appointment type, service, resource, gender preference, time of appointment, and duration of the service selected. You can also view details for the guest s gift certificates or prepaids by double clicking the liability indicators under the Paying Guest field (shown below).

21 Finding Appointments 21 Finding Appointments The Find feature allows you to quickly access a list of past and future appointments for a guest. Once you have located the guest s appointments, you can check in the guest for their next appointment, edit the details for a past appointment, view the guest s purchase history, check gift certificate balances, and print a future appointment listing. How to Use the Find Feature 1. Click the button on the Millennium toolbar (as shown below). The Appointments for window displays. 2. (Optional) Clear the Future Appointments Only check box if you want to view past appointments. 3. In the Guest field, enter the guest s name in lastname,firstname format and press the ENTER key, or double click in the field and locate the guest s profile using the Quick Search window. The guest s appointment history displays. 4. To check in the guest for an appointment, select the appointment and click the Check IN button. OR To edit or view an appointment using the Appointment Editor, select the appointment and click the Save and GO button. OR To print a copy of the appointments listed, click the Print button.

22 Putting Guests on Standby 22 Putting Guests on Standby The Pending Appointments window allows you to add guests that were unable to book an appointment on a desirable date and time to a standby list. This standby list can then be consulted when an appointment is cancelled so that open slots can be filled up with guests on the list. To use this feature, click the Pend button on the left side of the Appointment Book to display the Pending Appointments window. The first step is to enter the guest s details on the Pending Appointments window to add them to the standby list. When an appointment is cancelled on a day that the guest would like to come in, the guest will display on the Pending Status report so that lifestyle consultants can contact the guest and offer them the opening. Refer to the following guides for instructions on how to put a guest on standby and how to fill an opening with a guest on standby.

23 Putting Guests on Standby 23 How to Put a Guest on Standby 1. Click the button on the toolbar. The Appointment Book displays. 2. Click the Pend button. The Pending Appointments window displays. 3. Click the New button. 4. In the Guest field, enter the guest s name in lastname,firstname format and press the ENTER key, or double click in the field and locate the guest s profile using the Quick Search window. 5. Move to the Services table and select the following: In the Employee field, select the guest s preferred service provider. Double click in the Service field to display the Selection window. Select the service that the guest wants to book and then click the OK button. In the Time field, select the guest s preferred appointment time. 6. In the Date/Time Range to Watch For section, select the date range and timeframe when the guest wants to book an appointment. 7. In the Guest Available On section, select the days of the week during the specified date range when the guest is available. 8. In the Notes field, enter any special handling instructions for the guest. 9. Click the Save button.

24 Putting Guests on Standby 24 How to Fill an Opening with a Guest on Standby 1. Click the button on the toolbar. The Appointment Book displays. 2. Click the Pending statistic on the Status bar (shown in red below). The Pending Status Report window displays with a list of guests on standby. Tip: If you want to view the contact telephone numbers for a guest on the list, select the guest and click the Phone button. 3. Select the guest that is going to fill the opening and then click the Check Pending button. The Pending Cancellation window displays with the available opening(s) listed.

25 Putting Guests on Standby In the Openings list, select the Book it check box next to the available opening. 5. Click the Book it button. A notification message displays to confirm that the appointment was booked. 6. Click the OK button. 7. Click the Close button.

26 Recording Turn Aways 26 Recording Turn Aways The Missed Opportunity window allows you to track the amount of business that you had to turn away due to employee unavailability, a lack of resources, or the business being closed. This data should be referenced when defining employee schedules so that you can adjust staffing levels to meet demand. To access the Missed Opportunity window, click the Missed button on the left side of the Appointment Book. How to Record a Turn Away 1. Click the button on the toolbar. The Appointment Book displays. 2. Click the Missed button. The Missed Opportunity window displays. 3. In the Guest field, enter the guest s name in lastname,firstname format and press the ENTER key, or double click in the field and locate the guest s profile using the Quick Search window. 4. If the guest wanted to book on a date in the future, select the date in the Failed Booking Date field. 5. In the Time Range fields, select the timeframe in which the guest wanted to book. 6. In the Desired Employee field, select the service provider that the guest wanted to book with. 7. Double click in the Desired Service field to display the Selection window. Select the service that the guest wanted to book and then click the OK button. 8. In the Reason field, select the reason why the appointment could not be booked. 9. Click the OK button.

27 Block Time 27 Block Time Block time is used to block off a specific period of time in an employee s work day to prevent appointments from being booked. This feature is primarily used to block off time for breaks and meetings and does not get counted in the productivity calculations used on the Monitoring Station and on Millennium reports. Important: Block time should not be used to record employee absences due to vacation or illness. These absences should be recorded using specially created work activities. Block Time is created using the Employee Block Time window, which is accessed by clicking the Block button on the left side of the Appointment Book.

28 Block Time 28 How to Create Block Time 1. Click the button on the toolbar. The Appointment Book displays. 2. Click the Block button. The Employee Block Time window displays. 3. In the Employees list (shown below), select the employee that you want to create block time for and then click the Move > button. 4. In the Guest field, enter the guest s name in lastname,firstname format and press the ENTER key, or double click in the field and locate the guest s profile using the Quick Search window. 5. Select the days when the block time will be used and indicate whether the block time is applicable every week or every other week. 6. In the Start Date and End Date fields, select the date range in which the block time will be used. 7. In the Start Time and End Time fields, select the timeframe for the block time. 8. In the Reason field, enter a brief description to display on the Appointment Book to indicate the reason why the employee is blocked off. Examples: Lunch, Break, or Staff Meeting. 9. (Optional) Select the Do not perform check conflict check box if you do not want to be made aware of potential schedule conflicts when the block time is added. 10. Click the Save button. Tip: if a message displays to indicate that the employee is not scheduled, click Yes to continue.

29 Schedule Adjustments 29 Schedule Adjustments If an employee calls out sick for work or forgets to punch in, you can use the Schedule Editor to correct any discrepancies. How to Adjust a Schedule 1. Click the button on the toolbar. The Employee Schedules window displays. 2. Locate the employee with the schedule that needs to be adjusted and double click on the cell for the day that needs to be changed. The Schedule Editor displays.

30 Schedule Adjustments Click the Edit button. 4. If the employee called out sick, move to the Scheduled section and select Absence Excused or Absence Unexcused in the Activity field. OR If the employee forgot to punch in or punch out, move to the Actual section and enter the correct time in the In or Out field. 5. Click the Save button.

31 Standing Appointments 31 Standing Appointments The Standing Appointments feature allows you to schedule a guest s regular service appointment for an unlimited time in the future. This helps to save time when booking appointments for guests that like to come in at regular intervals. Example: If one of your guests comes in for a massage every second Wednesday at 3:30 pm, you can use the standing appointments feature to book their future appointments at the preferred date and time. To use this feature, click the Stand button on the left side of the Appointment Book to display the Standing Appointments window.

32 Standing Appointments 32 How to Book a Standing Appointment Note: Before scheduling a standing appointment with an employee, you should access the employee s schedule and make sure that they are scheduled to work on the days and times when you intend to book the appointments. This will prevent conflicts when the appointments are booked. 1. Click the button on the toolbar. The Appointment Book displays. 2. Click the Stand button. The Standing Appointments window displays. 3. In the Guest field, enter the guest s name in lastname,firstname format and press the ENTER key, or double click in the field and locate the guest s profile using the Quick Search window. 4. (Optional) Select the Perpetual Standing check box if you want to book an unlimited number of standing appointments. Example: Standing appointments can be booked for a set number of appointments or for an unlimited number of appointments. If you select the Perpetual Standing check box, a new standing appointment will be booked automatically at the specified interval once an existing standing appointment is rung up. 5. Move to the Services table and select the following: In the Employee field, select the guest s preferred service provider. Double click in the Service field to display the Selection window. Select the service that the guest wants to book and then click the OK button. In the Time field, select the guest s preferred appointment time. 6. In the Pattern section, select the guest s preferred appointment interval.

33 Standing Appointments In the Range of Recurrence section, verify that the date for the first standing appointment is correct and change if necessary. Then, select to end the standing appointments after a set number of occurrences or on a specific date. 8. Click the Save button. The standing appointments are scheduled and any conflicts with the employee s schedule display in red text at the bottom of the window. If conflicts display, you need to access the employee s schedule and adjust their work time so that they are available, or edit the standing appointment and select a difference service provider.

34 Appointment Confirmations 34 Appointment Confirmations The Appointment Confirmations window is used to organize and send appointment confirmations to guests. This window also allows you to view important information for each guest, including their confirmation preferences, purchase history, and soap notes. One of the most important features on the Appointment Confirmations window is the ability to quickly send s confirmations out to multiple guests at once. This helps to save time for lifestyle consultants when processing large volumes of appointment confirmations. The Appointment Confirmations window is accessed by selecting Appointments Appointment Confirmations.

35 Appointment Confirmations 35 How to Send Confirmations 1. Select Appointments Appointment Confirmations. The Appointment Confirmations window displays. 2. Select one of the following options to display a list of appointments that require an confirmation to be sent. Select the Use Confirm Days in Advance option if you want to display a list of appointments that require a confirmation to be sent today. Select the Use Appt Date option and then select a date if you want to display a list of guests with an appointment on the selected date. Make a selection in the Employee field if you only want to display the appointments requiring a confirmation that are scheduled with a specific employee. 3. Click the Load Guests button. A list of guests requiring an appointment confirmation displays in the Guests to Confirm section. 4. Click the Millennium.MAIL Confirmations button. The Millennium.MAIL Confirmations window displays with a list of guests that require an confirmation. 5. Select APPOINTMENT CONFIRMATION in the Form Letter to Use field. A preview of the appointment confirmation displays.

36 Appointment Confirmations Click the Send s button. The Subject window displays. 7. (Optional) Change the default title for the confirmation as necessary. 8. Click the OK button. A notification message displays to indicate the number of confirmation s that were sent. 9. Click the OK button. 10. Click the Close button.